Job Posting: Operations and Program Coordinator, Friends for Life

Vancouver Friends for Life Society (VFFL) is a not-for-profit that provides wellness support programs specialized for people living with HIV, cancer, and hepatitis C; as well as general wellness support programs for people facing other challenging health issues. VFFL’s programs and operations are based in the Diamond Centre for Living, a converted and homey heritage house in Vancouver’s West End. VFFL serves the Vancouver community and, through special projects, beyond.

The Operations and Program Coordinator supports VFFL’s day-to-day operations and program support needs. The Operations and Program Coordinator will work alongside the Executive Director to coordinate VFFL’s administrative needs, daily finances (e.g., petty cash, invoices, deposits), and manage facilities contracts (e.g., compost, security, technology systems). The successful candidate will also work closely with program volunteers as they interact with these administrative systems, and have primary responsibility for reception, responding to inquiries via phone, email, and social media, ensuring we have the right materials available to support our programs. The Operations and Program Coordinator will also provide support to staff through volunteer recruitment and orientation and client outreach.

Duties and Responsibilities:

With the support of the Executive Director, bookkeeper, and volunteers, the Operations & Program Coordinator duties and responsibilities are as follows:


  • Steward the reliable and efficient use of VFFL’s software and technology systems, including maintaining BookedIn, MailChimp, and NationBuilder databases, and updating the VFFL website as appropriate.
  • Coordinate office and program supply orders and facilities contracts (e.g., cleaners, recycling, compost, garbage removal, and house lease).
  • Provide a welcoming reception to VFFL for in-person, phone, mail, or online inquiries ([email protected]); respond to inquiries in a timely manner.
  • Complete administrative duties in a timely and accurate manner, including tracking and creating invoices, managing petty cash, cheque preparation and mailouts, and maintaining appropriate electronic and paper files of key organizational documents (e.g., funder contracts), support audit preparation.
  • Coordinate HR processes (volunteer or staff) with the executive director, including recruitment, hiring (e.g., confirming receipt of applications, scheduling interviews).
  • Provide administrative support to executive director where appropriate.


  • Coordinate host volunteers including recruitment, training, and ongoing management.
  • Provide host duties as needed (e.g., opening/closing of house, laundry, and in-person client inquiries).
  • Support program development and practitioner service offerings.
  • Schedule programming via BookedIn.
  • Liaise with practitioners and clients on a day-to-day basis regarding no-shows, overbookings, and practitioner client cancellations.
  • Maintain client and volunteer files, online and hard copies. Ensure appropriate paperwork is completed, including criminal records checks for volunteers.
  • Support social media channels (e.g., Facebook and Twitter accounts).
  • Generate content for social media and newsletter, update weekly.
  • Recruit, train, and support administrative, fund development, and other volunteers as needed for the efficient running of the program.
  • Support special events and workshops as needed.

For the complete job posting, including qualifications and how to apply, visit the posting on Charity Village. Application deadline May 17, 2019.